Executive Assistant

• Act as first point of contact for inbound and outbound phone calls for managers, applying discretion and judgement when dealing with sensitive information
• Understand the important clients/colleagues of each manager, take accurate messages and stay informed of mangers’ whereabouts
•  Interface with various departments to collect information, respond to requests and obtain services on behalf of managers
• Maintain managers calendars via Outlook which includes scheduling meetings/ conference calls, addressing meeting conflicts and assisting with hosting video conferences
• Plan and organize internal events including event registrations, conference room reservations, multimedia support, and catering requests
• Arrange all aspects of domestic and international travel which includes booking flights, providing travel itinerary, arranging hotels and car service, assisting with international travel requirements (ie, visas, entry letters)
• Prepare and submit expense reports on a timely basis for travel or business-related expenses, follow up on discrepancies and missing receipts to keep balances current.
• Create, edit and format documents using Microsoft Office Suite and Adobe Pro
• Collaborate and gather documents for upload onto internal and regulatory systems or for printing and binding, if necessary
• Manage team’s shared sites such as Microsoft Teams, SharePoint and other collaborative sites.
• Support your dedicated team by assisting with the onboarding/offboarding of contingent workers and employees, creating and maintaining mail groups, ordering office supplies, receiving guests/visitor and handling all incoming/outgoing mail and packages.
• Process invoices and create funding requests using internal platforms
• Assist on adhoc projects and provide backup coverage for other administrative assistants, as needed

• Experience supporting multiple senior professionals including heavy calendars management and phone coverage
• Must be flexible covering different managers as group grows or changes
• Experience working in the financial services industry (5-10 years)
• College Degree Preferred (or 5+ years of relative corporate experience preferred)
• Excellent communication, writing, judgment, and problem-solving skills
• Strong attention to detail as well as solid organization/time management skills
• Must be an enthusiastic and positive team player who is willing to help out and work well with others
• Able to work in a fast-paced environment and handle multiple tasks concurrently
• Proficient in the Microsoft Office suite especially PowerPoint, Excel and Outlook for email, calendar and contacts
• Knowledge of O365 and Microsoft Teams a plus
• Ability to be proactive and keep current with office procedures and technical training as well as all policy guidelines and compliance requirements
• Experience and knowledge of CSTO, Concur, SharePoint, Fieldglass and Ariba a plus
• Solid typing skills (60+ wpm)

Last updated on Oct 9, 2023